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HomeMy WebLinkAbout4C, Approve Revised Job Description for Deputy Clerk & Revised Job Description & Title for Finance Director PositionBudgeted Amount: $3,846 Recommendation: --AIVN HILLS Request for Council Action Prepared By: Patrick Klaers, City Administrator Actual Amount: $4,159 Council Meeting Date: November 29, 2010 Approve Job Descriptions for Deputy Clerk and Director of Finance and Administrative Services. Funding Source: Across various funds where the Deputy Clerk is allocated. 1. Motion to approve the revised job descriptions for the Deputy Clerk and the Director of Finance and Administrative Services as presented and recommended by the Personnel Committee. Supporting Documents: 1. See the attached memo from Patrick Klaers and Sue Iverson dated November 29, 2010. 2. Deputy Clerk job description. 3. Director of Finance and Administrative Services job description. DATE: November 29, 2010 �1VN HILLS MEMORANDUM TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator Sue Iverson, Finance Director /Treasurer SUBJECT: Approve Job Descriptions for Deputy Clerk and Director of Finance and Administrative Services Background On October 29, 2010 and November 10, 2010, the Personnel Committee met to discuss job descriptions for the Deputy Clerk and the Finance Director. As a result of these meetings, job descriptions for both positions were updated and recommended to the City Council. At the City Council's worksession on November 15 the City Council reviewed and discussed these job descriptions and directed staff to put them on the November 29, 2010, City Council Meeting Agenda. Current Discussion The Deputy Clerk's job description has been updated to more accurately reflect the duties being performed and the supervision of the office support staff has been added. These changes move the position from Pay Grade 6 to Pay Grade 7. The Finance Director's job description has also been updated to more accurately reflect the duties being performed, noting the addition of Human Resources and Information Technology. The title has been changed to Director of Finance and Administrative Services. Council Action A motion to approve the revised job descriptions for the Deputy Clerk and the Director of Finance and Administrative Services as presented and recommended by the Personnel Committee. City Council Meeting Metro- inet.us \ardenhills\Admin \Council\Agendas Packet Information\2010\ 11 -29 -10 Regular\Packet Information\ 11- 29- 10_Memo_to_Approve_Deputy_Clerk Fin Dir_Job_Desc.doc Page 1 of 1 Position Title: Department: Accountable to: Positions Supervised: Status: CITY OF ARDEN HILLS POSITION DESCRIPTION Deputy Clerk Administration Director of Finance and Administrative Services Office Support Specialist (2), Customer Service Specialist (1) Full -Time, Exempt November 2010 SUMMARY Performs routine municipal clerk functions such as processing licenses, administration of City elections and maintenance of official City records. Supervises the operation of the office support function for the City offices, and assists the Director of Finance and Administrative Services with human resources and benefits administration. ESSENTIAL FUNCTIONS OF THE POSITION Performs duties of the City Clerk as designated (i.e., publishing notices, certifying documents for City and Public use, preparing meeting agendas, maintaining and publishing ordinances, and resolutions). Manages the City's central record system to ensure complete, accurate storage and ready retrieval of information. Ensures the proper storage and maintenance of all official City records such as; City Council minutes, resolutions, and ordinances. Assists with Data Practices requests. Oversees the City's licensing process in accordance with City Ordinance and State statute. Supervises and coordinates the City elections process. Coordinates the on -going updating of the City's website to ensure the information remains accurate and up -to -date, and to enhance the usefulness of the website to all website users. Staff liaison to the Communications Committee. Coordinates appointments and vacancy notices for City boards and commissions. Assist the Director of Finance and Administrative Services with human resource administration including compensation, benefits administration, Workers Compensation, Risk Management and General liability. Other duties as assigned. AT_ EN HILLS SUPERVISOR RESPONSIBILITIES Directly supervises the Office Support Staff to ensure all aspects of the office support function operate efficiently and effectively. Carries out supervisory responsibilities in accordance with applicable Federal, State, and County laws as well as the City's policies and ordinances. Responsibilities include: training employees; planning, assigning, and directing work; assisting in evaluating performance; issuing reprimands; addressing complaints and resolving problems. Responsibilities also include the ability to recommend hiring; provide employee recognition; transfer; promote; discipline; suspend; demote and discharge of employees and the adjustment of grievances. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Work is performed at a high level of detail and pressure of deadlines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE A minimum of two (2) years progressively responsible experience in a similar local government capacity, or five (5) or more years of equivalent combination of education or experience: including a minimum of two (2) years supervisory experience. Working knowledge of Microsoft Office. Must have excellent communication and organization skills to effectively communicate in both verbal and in written form, to work effectively with staff, coworkers, residents, developers, and other government agencies. Previous experience working with municipal licenses, records retention and imaging, and election processes is desirable. LANGUAGE SKILLS Ability to read and interpret documents such as operating and maintenance instructions for office equipment, general City policies, regulations, ordinances, codes, and contracts. Ability to prepare reports and correspondence. Excellent word, grammar, punctuation, and vocabulary skills. Ability to communicate effectively both orally and in writing with supervisors, City staff, elected officials and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Considerable skill in using computer programs such as Word, Excel, Outlook, Access, and Publisher. Ability to operate various types of office equipment. Knowledge of clerical and office procedures. Knowledge of local government functions and practices. Ability to maintain confidentiality. Ability to develop goals, policies, plans, and procedures related to office management. Ability to organize and prioritize work and multitask. Ability to establish and maintain relationships with all staff. CERTIFICATES, LICENSES, REGISTRATIONS Certification as a Certified Municipal Clerk or have the ability to obtain within four (4) years of hire. Minnesota Class D Drivers License. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to: use hands to finger, handle, or feel objects, tools, or controls; sit; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; stoop; kneel; crouch; or crawl. The employee must frequently lift and /or move up to 10 pounds, and occasionally lift and /or move more than 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. ARZEN HILLS Position Title: Department: Accountable to: Positions Supervised: Status: CITY OF ARDEN HILLS POSITION DESCRIPTION Director of Finance and Administrative Services Finance Department City Administrator Finance Department Staff (3), Deputy Clerk Full-Time, Exempt November 2010 SUMMARY This position is a highly responsible administrative position involving all phases of municipal finance operations, human resources, technology (with the exception of cable television) and all statutory duties of City Clerk. This position provides assistance to the City Administrator in the overall administration of City services and operations. The primary objectives are: the planning and development of fiscally sound financial and accounting practices which are in the best interest of the City, ensuring compliance with State and Federal laws related to Human Resources; keeping the City current with efficient and cost effective technology; and providing services to City departments to assure compliance with the City's policies, goals, and programs. ESSENTIAL FUNCTIONS OF THE POSITION Provides the overall administration and management direction for the daily financial affairs of the City. Oversee, design and manage policies and procedures for bill payment, deposit of monies, utility billing, payroll, fixed assets and selection of the City's banking services. Provides detailed guidance and direction in the preparation of the annual budget for the City; assists with budget implementation. Performs, prepares and oversees Tong -range financial management plans and annual forecasts to create a strategic context for evaluating the annual budget and for measuring the long -term effect of decisions for evaluating future revenues, expenditures, cash flows and fund balances. Prepare and oversee the preparation of the City's Annual Budget Document, ensuring the report is prepared in accordance with the Distinguished Budget Presentation Awards Program criteria sponsored by the GFOA. Oversee the monthly and quarterly budget reports and the development of the ten (10) year financial plan. Prepare and oversee the preparation of the City's Comprehensive Annual Financial Report (CAFR), Popular Annual Financial Report (PAFR), ensuring the reports are prepared in accordance with the Certificate of Conformance programs sponsored by GFOA. Provide for the investment of all City funds and oversee the administration of the City's debt. Act as Treasurer for the City and assumes all statutory requirements of the position. Administers and oversees human resource functions including compensation, benefit administration, employee relations, worker's compensation, labor negotiations, training, and personnel systems and procedures. Coordinates implementation of information technology excluding cable television. Oversees the administration of the statutory duties of City Clerk (i.e., official records, licensing, Data Practices, elections, etc). Acting City Administrator in the absence of the City Administrator. Represent the City on various boards and to various state, metropolitan and county agencies. Facilitate the Financial Planning and Analysis Committee. Assumes additional responsibilities as requested and appropriate. SUPERVISORY RESPONSIBILITIES Directly supervises the Finance staff and Deputy Clerk. Carries out supervisory responsibilities in accordance with applicable Federal, State, and County laws as well as the City's policies and ordinances. Responsibilities include: training employees; planning, assigning, performing and directing work; assisting in evaluating performance; issuing reprimands; addressing complaints and resolving problems. Responsibilities also include the ability to recommend hiring; provide employee recognition; transfer; promote; discipline, suspend; demote and discharge of employees and the adjustment of grievances. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE Minimum Requirements: Bachelor's degree in accounting, finance, or related field. Four (4) to six (6) years in municipal or public finance field with at least two (2) years in a responsible management position. Two (2) years of supervisory experience. Experience in planning, directing and reviewing financial related activities. Desired Qualifications Masters degree in accounting, finance, or related field, and /or CPA or CPFO. Experience in project management, insurance, investments, debt management, tax increment financing, and computer operations. Experience preparing annual financial reports, annual operating budget, and Capital Improvement Plans (CIP). Experience in human resources and information technology. LANGUAGE SKILLS Ability to read and interpret documents such as bond documents, investment reports, financial documents, state statutes, reports, policies, regulations, ordinances, codes, contracts, and procedure manuals. Ability to prepare clear and concise administrative and financial reports. Ability to prepare detailed financial analysis. Ability to communicate effectively both orally and in writing with City staff, elected officials, and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of operations, services and activities of a comprehensive, municipal fiscal services program. Knowledge of principles, practices and methods of municipal finance and accounting as defined by GFOA. Knowledge of generally accepted accounting principles as defined by GASB. Knowledge of internal control principles and the ability to transfer that knowledge into policies and procedures. Knowledge of principles and practices of municipal budget preparation and administration. Knowledge of principles and procedures of financial reporting. Knowledge of principles of supervision, training and performance evaluation. Knowledge of principles of human resource administration. Knowledge of pertinent Federal, State and local laws, codes and regulations. Knowledge of current and cutting edge technology to enhance operations and improve efficiencies. Ability to plan, organize, direct and coordinate the work of the finance department staff and the Deputy Clerk. Ability to establish and maintain effective working relationships with Staff and City Council. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; sit; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; stoop; kneel; crouch; or crawl. The employee must occasionally lift and /or move up to 10 pounds and occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. CERTIFICATES, LICENSES, REGISTRATIONS Minnesota Class D Drivers License. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.